Pharmacy Procurement Administrator

Chelsea and Westminster Hospital NHS Foundation Trust; Isleworth; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading healthcare institution in Isleworth is seeking a Pharmacy Procurement Administrative Officer. The role involves providing specialized clerical support for procurement and invoicing within pharmacy stores, ensuring timely supply of pharmaceutical products. Candidates should be experienced in processing medication orders and proficient with ordering systems. This position offers a chance to contribute to efficient pharmacy operations in a vital healthcare environment.

Qualifications

• Experience in processing orders for medication supplies and invoicing in a healthcare/pharmacy procurement environment.
• Proficiency with pharmaceutical ordering systems (PowerGate, JAC) and ability to maintain supplier details.
• Ability to interpret complex information and trends to maintain stock levels and support ordering of stock.
• Good communication with suppliers and internal staff, and the ability to work to routine and unexpected deadlines.
• Willingness to cover various aspects of the procurement process as needed and to work within local procedures, medicines legislation and regulatory standards.

Responsibilities

• Supporting the processing of orders for medication supplies including assisting with sourcing urgent supplies.
• Dealing with any out of stock queries and liaising with the relevant staff.
• Ensuring that all out of hours' medicine purchases or supplies are processed and dealt with without delay.
• Follow up outstanding orders to ensure that stock is delivered promptly.
• Ensure that contracts are adhered to and let team members know to return any over ordered or unwanted goods.

Job description

Overview

Pharmacy Procurement Administrative Officer - Band 4, West Middlesex Hospital Site. The Pharmacy Procurement Administrative Officers provide specialist clerical and administrative support to the procurement and invoicing function within pharmacy stores, ensuring the pharmaceutical ordering system is utilised to ensure medicines supply is sustained in a timely and efficient manner according to departmental needs.

This includes responsibility for maintaining up to date and accurate computer files, placing, processing and following up routine and non-routine orders for all pharmaceutical products (medicines, medical gases) and responsibility for all aspects of the invoicing process for pharmaceutical products for the Trust. Post holders may be involved largely with one aspect of the pharmaceutical procurement process, but are accredited to cover all aspects of this process where necessary. The post holders largely work and make decisions according to local procedures, medicines legislation and regulatory license standards and refer issues outside the scope of competency on an infrequent basis to the direct line manager. Post holders plan and organise their workloads to meet routine and unexpected deadlines to ensure timely and cost effective handling of medicines at the procurement stage of the pharmaceutical supply chain.

Responsibilities

1. Supporting the processing of orders for medication supplies including assisting with sourcing urgent supplies.
2. Dealing with any out of stock queries and liaising with the relevant staff as appropriate which may include recommendations from senior members of the procurement team.
3. Support the buying office procurement technicians in dealing with any buying office related handover emails to ensure that any urgent issues are dealt with in a timely manner.
4. Ensure that all out of hours' medicine purchases or supplies are processed and dealt with without delay.
5. Investigate manufacturers' delays, updating the list of delays and ensuring all relevant staff are informed.
6. Dealing with queries from staff and other hospital staff relating to product delays, delivery times and orders.
7. Follow up outstanding orders to ensure that stock is delivered promptly and avoid out of stock situations. Placing orders with alternative suppliers if necessary choosing the correct item in regards to contracts, standards and price.
8. Ensuring stock levels of all products are accurate and supporting the appropriate ordering of stock interpreting complex information and trends.
9. Ensure that contracts are adhered to and let team members know to return any over ordered or unwanted goods in order to avoid financial penalties.
10. Participate in robot (ARX) loading and goods receipt duties if required.
11. Undertaking any specific projects in accordance with objectives set by the Buying Office and goods Receipt Manager.
12. Support the principal and senior procurement technicians in dealing with drug recalls where required.
13. Ensure that the electronic ordering system (PowerGate) is utilised to maximum efficiency to maintain reduced ordering costs in line with regional procurement guidance.
14. Assist in the maintenance of computer files in regards to purchasing and invoicing.
15. Ensure the pharmacy JAC system is maintained and up to date with the correct supplier details.
16. Ensure that urgent deliveries of medicines (e.g. from other hospitals, alternative suppliers via taxi / courier service) are arranged within the required timescales and when appropriate.
17. Responsible for the ordering and return to supplier of the medical gas cylinders for the hospital.
18. To participate in implementing and maintaining national, regional, consortium and Trust local purchasing contracts which contain sensitive and confidential information.
19. Support the implementation of new policies and procedures within the purchasing and goods receipt area and contribute to the development of new systems of working.
20. Assist with the writing and updating of Standard Operating Procedures (SOPs).
21. Assist with the training and inducting of rotational technicians, pre-registration trainee technicians and pre-registration pharmacists in all aspects of the purchasing function.
22. Maintain good and open channels of communication with all suppliers in order to ensure that all aspects of purchasing are dealt with effectively.
23. To participate and support the goods receipt team when required.

Qualifications / Requirements

• Experience in processing orders for medication supplies and invoicing in a healthcare/pharmacy procurement environment.
• Proficiency with pharmaceutical ordering systems (PowerGate, JAC) and ability to maintain supplier details.
• Ability to interpret complex information and trends to maintain stock levels and support ordering of stock.
• Good communication with suppliers and internal staff, and the ability to work to routine and unexpected deadlines.
• Willingness to cover various aspects of the procurement process as needed and to work within local procedures, medicines legislation and regulatory standards.

Additional information

Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London. Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us "Good" in safety, effectiveness, care, and responsiveness, and "Outstanding" in leadership and resource use. We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs. The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.

+ Please check your emails regularly as this is how we will communicate with you throughout the recruitment process.
+ If you have not heard from us within 3 weeks after the closing date, we regret that this usually means your application was not successful.
+ In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
+ During the recruitment process your identity documentation (ie passport, driving licence, visa etc) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
+ Employment at the Trust is offered subject to successful completion of a six month probationary period.